Website requirements checklist for a private medical clinic in Nairobi before asking for quotes (2026)

The verdict in three sentences

For a private medical clinic in Nairobi, the requirements document written before contacting agencies weighs more on the final price than the choice of supplier. A vague brief produces quotes from USD 1,500 to 12,000 that do not describe the same site; a precise brief brings the spread to around USD 3,500 to 7,000, 2026 ballpark. The lines that must appear separately are online booking, payment, the patient portal and the handling of health data, which is sensitive under the Kenya Data Protection Act 2019.

What should the requirements document contain?

Eleven sections are enough for most clinics in Upper Hill, Westlands, Kilimani or Karen, whether they see local patients, expatriates or members of health insurance schemes.

• Goals and audiences: for example 3 audiences (local patients, expatriates, referring doctors) and one measurable goal per audience.
• Pages and templates: page list (home, specialities, doctors, accepted insurers, preparing your visit, contact) and number of distinct templates.
• Content and approval: who writes, who signs off medically, who reviews compliance with the advertising rules of the Kenya Medical Practitioners and Dentists Council, with no promise of results and no invented reviews.
• Languages: English only, or English and Swahili.
• Integrations: each tool on its own line (booking, payment, patient portal, CRM, feed from a clinic management system).
• Accessibility: WCAG 2.2 AA target, contrast, keyboard navigation, alt text.
• Forms and data: allowed fields (name, phone, preferred specialty, preferred slot), no medical history or photos in an open form.
• Hosting and domain: registered in the clinic's name, admin access handed over.
• SEO migration if a site exists: URL inventory, 301 redirect map.
• Acceptance criteria: mobile speed, links, tested forms, signed medical review.
• Timeline and budget: target go-live date and budget range.

This is not legal advice: obligations under the 2019 Act, overseen by the ODPC, and professional rules should be checked with your adviser.

How does a precise brief change the quotes?

Prudent ranges seen in typical Nairobi agency quotes, 2026 ballpark, in USD.

How do you score three quotes?

Weight each criterion out of 100, score each quote from 1 to 5, then compute weight × score ÷ 5. Example with three hypothetical quotes.

A gap of less than 5 points between two quotes justifies a clarification call before deciding.

How does the Kolonell grid map to the checklist?

Details are on the international offer page. Every tier includes a project manager reachable in your time zone; search work beyond the migration is priced on quote.

Mini case study

*Illustrative example.* Dr Achieng runs Mvule Health, a fictional multi-specialty clinic in Kilimani. Her first brief was 4 lines long: she received three quotes of USD 1,800, 6,500 and 11,000 and could not compare them.

She spends about 6 hours filling in the 11 sections: 14 pages, English and Swahili on 8 pages, booking via a link to the existing tool, 60 URLs to redirect. The new quotes land between USD 4,200 and 8,900. She picks Premium (the multilingual tier, languages set in the quote) at USD 8,900; the booking integration stays a separate line on quote.

Calculation: by avoiding two unplanned change orders estimated at USD 600 each (market assumption), she saves about USD 1,200, or USD 200 per hour spent on the requirements document.

FAQ

How long does it take to write the requirements document?

Allow 4 to 8 hours for a mid-sized clinic, bringing together the medical director and the front-desk lead. It is the best-paid time in the project.

Should booking be priced separately?

Yes, always on its own line, like payment and the patient portal. A poorly scoped integration can add USD 1,000 to 4,000 mid-project.

Can the site display patient reviews?

Only real, verifiable reviews that fit the applicable professional rules. No review, rating or patient count should be invented, even on 1 single page.

What should we ask for on forms?

At most 5 or 6 fields, with no medical history or photos. Health information is sensitive data under Kenya's 2019 Act.

How many quotes should we request?

Three are enough, scored on the same 100-point grid. Beyond 4, comparison time often outweighs the benefit.

Let's scope your project. Send us your Nairobi clinic requirements: we price them on the USD 2,900 to 8,900 grid, integrations on quote, live in 3 to 4 weeks once content is ready. See the international offer or request a free quote: detailed reply within 48 hours.